College Events

To Do

When you have the idea for an event, get approvals from your department!

Good to Know

• What costs money at TC?
• Catering
  
• Media Services
• Public Safety (not all events) 
• Supplies

Good to Know

Here are sample budgets* 

• Lecture in Grace Dodge 179
• Large Event in Cowin
• Small Dinner in Everett Lounge
• Cocktail Reception in Grace Dodge 179

*The provided budgets are based on the ‘19-’20 academic year and should be used only as a guide. We will update these sample budgets in Fall ‘23

To Do

• Use 25Live to book your rooms for internal events
• Pick more than 1 date if you can’t get rooms you need
• Book rooms ASAP
• Book rooms for furniture storage (set-up dependent) 

Good to Know

• Familiarize yourself with TC’s Campus Events Policy before planning your event
• TC is very busy in the spring semester and during the summer
• Classrooms typically not approved until after the add/drop period
• The Dining Hall can be booked for small tabling events or a small section (no more than half) during business hours.  Tabling is available during business hours, but needs to reservation required, please check 25Live for availability and email Amber Protzmann; anp2153@tc.columbia.edu. During non-business hours, the space can be reserved but all catering must go through Columbia Dining unless they approve the use of an external catering group.
• To book Smith Learning Theater fill out this booking request form
• Book rooms in the Library through LibCal
• To book GDH271 (the Tudor Room) + RUS104B send an email with the request: date, time, and description of the event to library@tc.columbia.edu. The email will be converted into a ticket and assigned to a Library staff member. Here are the recommended guidelines for the Tudor Room.
• The Upper Russell Courtyard is reservable in 25Live via Room Assignments is will be available Monday to Thursday between the hours of 4:00 pm to 10:00 pm and on Friday, Saturday & Sunday from 9:00 a.m. to 10:00 p.m.

To Do

• Loop in TC Generation for design needs, social media, media relations, and other event promotion and coverage
• Loop in Alumni Relations to invite alumni to your event
• Decide which event registration system works best 
  • Eventbrite (do not use for paid events). An account can be created at no charge through your department
  • Google Form

Good to Know

Columbia Dining is the College’s preferred caterer with on-site staff to providing both drop-off service and full-scale events. In a scenario where you need to use an alternate provider, please be familiar with the updated College Catering Policy. 

Good to Know

• Sample staff plans

Good to Know

• Give aways
• Name tags
• Name plates
• Where to buy supplies 
• Where to borrow supplies

To Do

To Do

• Submit a Work Order at least (7) business days before your event

Good to Know

• Room set up samples 
• Classroom furniture cannot be removed
• Facilities contact
• Glenford Thomas  | Custodial & Housekeeping Supervisor
• gdt4@tc.columbia.edu; cc facilities@tc.columbia.edu
• Office: (212) 678-8345

To Do

• Submit a media reservation at least (14) business days before your event to secure equipment and staffing

Good to Know

• TCIT Event Services Information
• Rudy Caba | Event Technology Specialist
• caba@tc.columbia.edu; cc mediaservices@tc.columbia.edu
• Office: (212) 678-6620

Good to Know

• Public Safety contact
• Yeremy Chavez | Director of Public Safety Administration and Systems
• yc2109@tc.columbia.edu; cc publicsafety@tc.columbia.edu
• Office: (212) 678-3335
• If you are hosting an event with external guests, be sure to submit your full list to Public Safety 72 hours prior to your event start time

To Do

• Final budget, pay all bills
• Write up debriefing notes to help in next year’s planning (samples)
• Send thank you email to volunteers & staff
• Send thank you letter to speakers